How to use Fortnox Connect

Fortnox Connect creates customers and invoices in your own Fortnox company from items on a monday.com board, writes the invoice number, status and paid date back to the item, and tells you when an invoice is paid.

Before you start

• You need a Fortnox company and a Fortnox user who is allowed to approve integrations (usually a system administrator in Fortnox). The Fortnox licence must include invoicing.
• You need a monday.com board whose items represent things to invoice, with columns for at least the customer name and an amount or quantity. A status column is useful for the automation.
• The app only talks to Fortnox when you ask it to (by pressing a button or through an automation you set up) and when it checks whether invoices have been paid. It never sends invoices to your customers. Sending and bookkeeping happen in Fortnox, as before.

1. Install the app

1. Open the monday.com marketplace and search for Fortnox Connect, or use the install link from the listing.
2. Choose Install and confirm the permissions. The app asks to read and update items on the boards you add it to (to read the mapped columns and write back invoice number, status and paid date), and to read user names in your account.
3. Choose which workspaces the app may be used in.

2. Authorise the app in monday.com

1. Open any board and add the Fortnox settings view: choose the plus sign next to the view tabs, then Apps, then Fortnox settings.
2. The first time, monday.com shows its authorisation screen for the app. Choose Authorize. This gives the app a token for your account so that it can write back to items and check for paid invoices when nobody has the board open.
3. The token is stored encrypted in monday code secure storage. It is never shown to you or to us.

3. Connect your Fortnox company

1. In the Fortnox settings view, choose Connect Fortnox. A popup window opens on Fortnox's login page. If your browser blocks popups, allow them for monday.com and try again.
2. Log in to Fortnox with a user who may approve integrations, and pick the company to connect if you have several.
3. Fortnox shows the access the app asks for: customers, invoices, articles, company information and settings. Choose Approve.
4. Fortnox sends your browser to apps.aldorock.com/fortnox/callback, which forwards to the app. The popup closes and the panel shows the connected company's name and organisation number.

One Fortnox company is connected per monday.com account. The Fortnox tokens are stored encrypted in monday code secure storage and are used only for the calls described on this page. Nobody at Aldorock can log in to your Fortnox with them.

4. Map board columns to Fortnox fields

Mapping tells the app which column on this board holds which Fortnox field. The mapping is stored per board.

1. In the Fortnox settings view, open Column mapping.
2. Under Customer, choose the column with the customer name. Optionally map organisation number, email, address and your Fortnox customer number. If a customer number is mapped and exists in Fortnox, that customer is used. Otherwise the app looks for a customer with the same organisation number or name, and creates one if none is found.
3. Under Invoice rows, choose how rows are built: one row per item (description, quantity, unit price, optionally a Fortnox article number and VAT rate from columns), or one row per subitem.
4. Under Invoice header, optionally map invoice date, due date or terms of payment, your reference, the customer's reference and a free text remark.
5. Under Write-back, choose the columns that receive the Fortnox invoice number, the invoice status and the paid date. Create text, status and date columns on the board first if you do not have them.
6. Choose Save mapping.

5. Preview and create an invoice

1. Open an item and choose the Fortnox tab in the item view. If the tab is missing, add it with the plus sign in the item view.
2. The tab shows the customer the app would use (existing or new) and the invoice rows it would create, built from the mapped columns. Check that amounts and VAT look right. Fix the item if not.
3. Choose Create invoice. The app creates the customer if needed and then the invoice in Fortnox, and writes the invoice number and status back to the mapped columns.
4. The tab now lists the invoices created from this item with their Fortnox numbers, status and paid date. Open an invoice in Fortnox from the link to send or book it.

An item can only be invoiced again on purpose: the button changes to Create another invoice once one exists, so the automation does not create duplicates.

6. Set up the automation

To create invoices without opening each item, use the app's action in a monday.com automation.

1. On the board, choose Automate and then Create custom automation.
2. For the trigger, choose When status changes to something and pick your status column and the value, for example Invoice.
3. For the action, choose Create Fortnox invoice from Fortnox Connect. The recipe reads: When status changes to Invoice, create Fortnox invoice.
4. Choose Create automation.

When an item's status changes to Invoice, the app builds the invoice with the board's mapping, creates the customer if needed, creates the invoice and writes back the number and status. If the mapping is incomplete or Fortnox rejects the invoice (for example a missing VAT rate), the app writes the error into the status write-back column and does not retry on its own. Fix the item and set the status again.

7. What the paid trigger does

The app checks Fortnox at regular intervals for invoices it created that have become fully paid. When it finds one it:

• writes the paid date to the mapped paid-date column and sets the status write-back column to Paid,
• fires the trigger When a Fortnox invoice is paid, which you can use in your own automations, for example When a Fortnox invoice is paid, change status to Done.

The check runs within the plan limits shown in the marketplace. The app only reads the invoices it created, not your whole invoice list.

8. Plan limits

Plans are shown in the marketplace listing. The free plan allows a small number of invoices per calendar month. The app counts invoices created through it per month, and when the limit is reached the button and the automation show a message instead of creating the invoice. Upgrading takes effect at once.

9. Disconnect Fortnox and uninstall

1. To disconnect Fortnox but keep the app, open the Fortnox settings view and choose Disconnect. The app deletes the Fortnox tokens at once. Mappings and the invoice links are kept so that you can reconnect later. Also remove the integration under Fortnox's own settings if you want to be sure no token remains valid.
2. To remove the app, go to Admin, Apps in monday.com, find Fortnox Connect and choose Uninstall. All data the app stored for your account (tokens, mappings, item to invoice links, counters) is deleted automatically within 10 days. Customers and invoices in Fortnox and the values written to your boards remain, because they are yours.
3. To delete sooner, email support@aldorock.com.

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